Every company needs to keep their records up to date and easily accessible. Using a document management software can make your job easier. There are various documents you will need to keep track of if you own a company, ranging from insurance policies to employee information. Using an it documentation software is the best way to keep said documents organized, so you can always find them.
When it comes to documenting and tracking your software, there are different techniques for creating an easy to follow and easy to update document. Best online documentation software always have a few things in common: simplicity, ease of access by all members of the team and multiples functions. The easier you can make it for people to find a solution when trying to fix a problem, the better the chance is for not losing any time trying to understand the issue.
Software is the best way to create and store documents which are far superior in quality and editibility when compared to paper documents. It not only saves the time of writing manually but also helps to maintain the consistency of data across all the documents. For example, a fiction writer writes a book, he must ensure that each page has the same amount of words in order to maintain a uniformity among them. In other words, he has to be consistent in everything that he writes. However, it is too complicated and time-consuming to perform all these tasks manually.
IT documentation costs money to create, but most companies immediately lose their technical documentation as soon as it is bought or created. The most common method of managing documentation is to print it off and put in binders on rows of ignored shelves. There is a better way.
How do you manage files on your computer?
Managing your files on a computer is a simple process if you have a solid system in place from the beginning. Decide on main groups for your files, then create subfolders within those groups. Decide on a single file-naming system that you’ll apply to all your files, making them easy for anyone in your organization to find.
Making those IT documents useful requires three elements:
- Digitize database documentation
- Standardize formats
- Index document content to make them searchable.
Here’s our list of the eight best IT documentation software tools:
- SuperOps IT Documentation (FREE TRIAL) This service is part of a SaaS platform that provides both RMM and PSA functions for MSPs and allows technicians to keep records of both managed and unmanaged assets.
- NinjaOne (FREE TRIAL) – formerly NinjaRMM – this is a package of tools for MSP technicians that includes a documentation library that includes templates for the creation of a reference library for client systems and corporate best practices. This is a cloud-based platform.
- Atera (FREE TRIAL) This SaaS platform designed for managed service providers includes a knowledge base framework that enables system usage guides to be delivered to users and to technicians.
- N-able Passportal A team password protector system that also operates a cloud-based document store.
- IT Glue An online document management platform that integrates with many project management and collaboration systems.
- ITBoost A web-based documentation system that is owned by ConnectWise, an infrastructure management system.
- Confluence An enterprise collaboration, communication, and documentation system that is widely used in the IT industry.
- DokuWiki A free Wiki creator that can be used to construct an in-house knowledge base.
Keeping IT documentation in digital format is the first step to getting corporate documentation into a usable state. It is a typical reaction to print off documents and put them in a bookcase. That is a beneficial strategy for the person or company that created the documentation because it provides physical, visual proof of their hard work. However, most people agree these days that excessive use of paper should be avoided. Printed documents take up space, they require an investment in storage cabinets, and they require a lot of trees to be cut down.
The second step is to standardize the storage format used for those documents. If the IT documents originated in digital format, then there is a high probability that they will be in a small number of document types. Microsoft Word and PDF formats are very common and can be converted to other formats.
The final stage is to index the contents of the documents. This is a laborious task when performed manually, but can be completed by automated processes very quickly.
Turning ignored IT documents into frequently accessed information sources just requires an efficient document management tool. One step better is to create all of your company’s IT documents in a file format that is set up for interpretation into accessible web-based systems, such as the Wiki format.
There are many document management systems available on the market. However, it is a category of software that few people know about and not many people know what to look for in order to correctly assess all options.
We have investigated the market. We listed the necessary attributes of an IT document tool and then looked at all of the products on the market to see which matched this list of requirements.
The best IT documentation software
Each of these IT documentation systems is a little bit different. Each has different strengths and will appeal to different organizations. Some create document display formats that look like web pages and some are better suited to the importation of existing documents than others. Some are documentation systems in which your system documentation should be written. Others are system discovery tools that will generate your IT documentation automatically.
What criteria is important when considering IT documentation solutions?
We reviewed the market for IT documentation software and analyzed the options based on the following criteria:
- A framework to create different formats of documentation access and storage
- The ability to create a knowledge base to support users
- An option for the creation of a project documentation library for development
- The option to make the document library accessible through an indexed Web portal
- Administrator tools that allow for the creation of user accounts
- A free trial for a cost-free assessment period or a money-back guarantee
- Value for money with useful tools at a fair price
You can read more about these options in the following sections.
1. SuperOps IT Documentation (FREE TRIAL)
SuperOps IT Documentation is a cloud-based service that allows IT Operations staff to document an IT system. This utility is part of an RMM package that is partnered with a PSA system. The two bundles of services form a complete support platform for managed service providers. The IT documentation system can be used to document in-house facilities and also client system assets.
The IT Documentation module of SuperOps allows you to get a full description of each asset into a standard, searchable format. This system can be based on an asset discovery service that is built into the RMM bundle. Get all of your equipment listed in an inventory and then add notes and feature descriptions by building up your own documentation templates.
Key features:
- Packaged for managed service providers
- SaaS system
- Creates system usage guides
- Base plan is free for a year
As it is a cloud-based service, SuperOps includes storage space for your document library in its subscription package. You can also choose to back up this store onto a cloud server of your own choosing. However, the remote storage location of the SuperOps IT Documentation service makes data sharing a lot easier. You don’t have to worry about one employee hoarding system information because getting all team knowledge down in the documentation system makes all staff equally empowered.
The features of the IT Documentation system allow managers to create different views and control access to sensitive or business-critical information. The documentation system can be used in conjunction with the Service Desk module of the PSA package to provide technician education or self-service guides.
Pros:
- Highly customizable – great for companies looking to build their own SOPs
- Is a hybrid RMM/PSA solution
- Flexible cloud-based product
- Great option for MSPs and larger in-house teams
Cons:
- Would benefit from a longer 30-day trial
The RMM and PSA services of SuperOps are available in four plans. The IT Documentation facility is included in two of those editions. The first of these is the Solo plan, which is aimed at independent technicians and is free to use for the first year. The higher plan is called Premium and it is charged per technician per month. You can get a 21-day free trial of any of the SuperOps plans.
SuperOps IT Documentation Start 21-day FREE Trial
2. NinjaOne (FREE TRIAL)
NinjaOne – formerly NinjaRMM – is a package of remote monitoring and management tools for use by MSP technicians. This bundle includes an IT documentation framework that is intended for use by MSP operators in their efforts to assemble a knowledgebase on the systems of clients. This service can be used to accumulate facts about the IT systems that the MSP manages and can also hold instructions and fact-finding scripts to direct the workflows of technicians.
The documentation package offers a library of templates that fits different requirements for different types of utilities, such as Active Directory or network nodes. This automated format speeds up the system documentation process and acts as a document assembly guide.
Key features:
- Designed for managed service providers
- SaaS platform
- Creates support scripts and system status documentation
Once a document has been created, it is stored in the cloud-hosted documentation library and plugged into a specific information tree. This enables pertinent information to be accessed quickly and can create a series of guides for technicians. The documents are searchable and can be located through a search engine built into the information library access portal.
When managers set up a workflow for specific system management tasks, they can point that task to related documentation. This greatly assists technicians because it can be offered in levels of detail. Thus, a new team member is able to access extra background information when needed while those performing regular tasks don’t get bogged down with needless tips. In short, the documentation library is there for support, not to get in the way and slow technicians down.
Pros:
- Supports over 120 integrations making it a solid option for already established organizations
- The interface can be customized to both monitor clients as well as manage device inventory
- Builtin remote access with remote commands allow technicians to troubleshoot without initiating a session
- Flexible pricing packages – great for all size networks
Cons:
- Would like to see a longer trial period
NinjaOne is a set package of tools and is charged per technician, so the full set of features is available to MSPs of all sizes and even independent freelance support technicians. As the system is delivered from the cloud, you don’t need to maintain your own on-site infrastructure and the package can even be used to tie together a distributed, home-based team. NinjaOne doesn’t publish its price list but you can begin your buyer’s journey by accessing a 14-day free trial or seek a free quote for your circumstances.
NinjaOne Start 14-day FREE Trial
3. Atera (FREE TRIAL)
Atera is a SaaS platform that includes both professional services automation (PSA) and remote monitoring and management (RMM) systems for managed service providers. The PSA package includes a ticketing system that is driven by user access to a customer portal. The Customer Portal system has a knowledge base element where you can set up documents that contain explanations of system features and guides on how to use them.
The knowledge base framework isn’t just for documentation that the users need. The system also creates paths and separate document databases for technical assistance information. This other document store is for access by the MSPs technicians and contains interview scripts, system data, and troubleshooting guides.
Key features:
- Cloud-based system
- Customer portal
- Knowledgebase framework
- Documentation for use by technicians
Other information management features in Atera include a password locker. This feeds credentials through to the systems being accessed, so technicians don’t get the opportunity to see them. That creates stronger security for the systems that the MSP manages.
Atera is a subscription package that can be paid monthly or yearly. The rate per month works out cheaper on the annual plan, however, you have to pay for the entire subscription period in advance.
There are three plans available for Atera, which makes the service accessible for all sies of businesses – successively higher plans have more features and cost more. The ticketing system, the customer portal, and the knowledge base framework are included in all plans.
Not only does Atera supply the software to create the knowledge base but it hosts the database of documents and presents them to the users. All of the screens for the customer portal are white-labeled so you can brand them with your corporate identity or that of your clients. The system is multi-tenanted, which means that the data and settings for each client are kept separate within the Atera systems.
Pros:
- Lightweight cloud-based tool
- Built with MSPs in mind, and includes RMM and PSA tools built-in
- The framework is highly customizable, making Atera extremely flexible
- Can scale and support multiple databases in a multi-tenant environment
- Packaged pricing makes Atera accessible to any size business
Cons:
- Atera is MSP focused, smaller organizations may not use all multi-tenant features
All of the consoles and dashboards for the system are hosted on the Atera servers and can be accessed from anywhere through any standard Web browser. This is also the case with the customer portal.
You can assess the Atera service on a free trial.
4. N-able Passportal
N-able Passportal was acquired by SolarWinds, the leading producer of IT infrastructure management tools, in April 2019. Through a series of purchases, N-able has created a powerful division that aims to provide support software for managed service providers with Passportal now part of the N-able division.
Passportal offers a mix of services for MSPs. One is a password management system and another is a document manager. Although that service is called Document Manager, it is part of the Passportal suite and came to N-able with its recent acquisition.
Key features:
- A cloud document store
- A password locker
- Suitable for managed service providers
- Knowledge base framework
- In-house guides or self-service instructions for users
The Passportal password manager and Document Manager form the core of the Passportal Suite. It is impossible to subscribe to the document system without also taking on the password manager.
Passportal is a Cloud service and it is aimed at MSPs. It is expected that MSPs will use the documentation system internally and also deploy it to provide information stores for client companies and their employees. For example, an MSP can cut down on the number of client employees calling the help desk by constructing a self-help knowledge base that explains how to resolve problems on the client’s network.
The logic behind merging the provision of password managers and document stores is that these two areas support the bulk of calls that client employees will make to the MSP-provided Help Desk.
The document system is both a store of information, an editing suite, and a presentation formatting system. The system starts by guiding the MSP in what information to extract from the technicians working for a client company when the MSP first bids for a contract.
Knowledge about the client’s system is essential in order to write an accurate service contract. Once the working relationship starts, the client’s technicians need to be encouraged to impart their knowledge of the system that they run.
Pros:
- Supports automatic Active Directory sync via LDAP
- Supports multi-tenant use – a great feature for MSPs
- Supports compliance reporting to identify weak passwords and force changes base on policy
- Runs in the cloud – designed to scale
- Users generate their own encryption key, securing their cloud data from third parties, including Passportal
Cons:
- Smaller networks may not benefit from the MSP/enterprise-specific tools Passportal offers
This information can be distilled into SOPs stored in the document manager. Step by step, the MSP can build up a definition of the system, how to operate it, and how employees use it. Some of that information will become guidance for MSP technicians and some will become troubleshooting guides to enable the users of the clients’ systems to fix their own problems. You can request a demo on their site.
6. StepShot
StepShot is one of the best documentation software for creating process documentation. Simple, powerful, and comprehensive, this software provides the perfect solution to build and share content easily. It’s best for enterprise consultants, IT operations teams, CEOs of organizations, and human resources.
Features:
✓ Easy Exporting
Export content in multiple formats such as PDF, HTML, PowerPoint, WordPress, and more. ✓ Customization
Its PDF template editor allows you to customize your document to match your brand. Coding not required at your end. ✓ OCR Technology
The software’s OCR technology helps you spot the wrong content and allows you to add it wherever it fits best. Pricing –
Available on Request
7. ClickHelp
ClickHelp is one of the best tools for software documentation. It houses unmatched features that help you build the finest documentation for your software. Striving to help firms reduce time while creating documents and increase conversion rates through improved user experience, ClickHelp is the best choice, especially for software vendors.
Features:
✓ Version History
You get to save unlimited versions of your document and track the previous changes made by users. ✓ Multi-Channel Publishing
Publish your document in multiple formats such as PDF, web page, and more. ✓ In-Depth Analytics and Reporting
Analyze how your document is performing with the help of useful insights into content quality, user behavior, and much more. ✓ Security and Reliability
Single sign-on, regular backups, cloud or on-premise hosting for your document, and much more to ensure that your documentation is secure. Pricing starts at:
$43/user/month.
8. Process Street
Process street is majorly used to build processes or procedures documentation. Its intuitive interface makes it super easy to create documentation in no time.
The software allows you to keep track of recurring workflows, enhance collaboration, and monitor activities from a single dashboard.
A great tool for documentation, Process Street, can be used for accomplishing multiple goals such as employee onboarding, candidate screening, IT help desk support, and much more.
Features:
✓ Simple Interface
The software’s user-friendly interface allows you to create a structured process document in a hassle-free way. Its simple keyboard shortcuts and drag & drop system make it extremely easy to use this software. ✓ Collaborative Workflows
Assign workflows to your team, monitor the activities of team members and get notified on completion of tasks. ✓ Multimedia
Include images, videos as well as audio to your document to make it engaging for readers. ✓ Groups
This feature helps you manage the permissions of different users easily. Pricing –
Available on request.
9. Paligo
Paligo is an effective technical documentation software comprising stellar features and powerful functionality. The software is carefully designed to help you reuse content and create an excellent document. Paligo strives to transform technical documentation by empowering teams to create rich content by working collaboratively.
Features:
✓ Conditional Filters
Filter content by taking into account factors like product, audience, market, and more. ✓ Powerful Editor
The XML based editor offered by Paligo works great for structured authoring. ✓ Translations
Manage your translations smartly and get rid of shuffling through files for every language. ✓ Version History
Compare different versions or roll back to a previous version of your document easily. Pricing starts at:
$119/author/month.
10. Docusaurus
Docusaurus is counted among the most popular open-source documentation software. It’s crafted to provide you with the best-in-class experience. With global clients from various industries in its kitty, Docusaurus is slowly positioning itself as the best project documentation software.
Features:
✓ Translations
Translate your documentation in over 70 languages and cater to a wider audience. ✓ Powered by Markdown
Write and edit content easily with Markdown. ✓ Document Search
Make search effortless for your audience. ✓ Document Versioning
Create new versions, rename existing document versions, and much more with this feature. Pricing –
Available on Request.
11. Heflo
Heflo is intuitive, cloud-based, simple to use, and is a good choice for your business process documentation requirements. The software provides a complete documentation solution allowing you to build professional, comprehensive, and beautiful online documents.
Features:
✓ Version Control
Store previous versions of your document to track changes ✓ Exportation and Importation
Export or import files easily to your document ✓ Diagram Library
Ready-to-use collection of diagrams that you can refer to create your own. ✓ Superior Design and Usability
The WYSIWYG editor allows you to write and customize content the way you want. Pricing –
Available on Request.
What are document management systems used for?
Document management systems are used for several things, including securely storing important documents, tracking changes made to documents and easily sharing documents between members of an organization.
A document management system also makes it easy to find certain files by assigning keywords and tags to each document. These systems can also help companies ensure compliance for sensitive documents (e.g., HIPAA) by providing required security and permission restrictions on certain key documents.
Conclusion
When it comes to software compatibility and products that work together, you might think of Microsoft Office. But in the IT field, there are many a suite or tool that people are using and just can’t stop raving about. Those who have used different tools may tell you about their favorite software. What better way to learn about new tools and features than from previous users? Bestitdocumentationsoftwarereddit.com is an open platform where people discuss their favorite file copy software reddit, it documentation software, best online documentation software, best online debugging tool, etc.
Single documentation software is the single most important element in order for your organization to run efficiently and meet its strategic goals. To determine the best documentation software you need to carefully consider a variety of factors.